Executive Assistant

Posted 7 days ago

The successful candidate will join a dynamic team of oncology drug developers, with a seasoned senior management team and a small but close-knit, high performing group including scientists, businesspeople and financial and accounting experts. ESSA is a virtual company, that is, its lab and clinical work is outsourced and under the direction of its scientific employees. While our team is broadly distributed geographically, we have a core group of employees in South San Francisco, CA. Although we work predominantly from home, the team assembles at our SSF office regularly on Tuesdays, and the research team also meets in the office on Fridays. The ideal candidate will live either in the area or be able to commute to the office on Tuesdays.

ESSA’s Executive Assistant (EA) reports primarily to the CEO, and more generally to all other C-level officers of the company. The EA provides a broad range of administrative services to the company officers as well as certain limited services to Directors typically to do with obtaining necessary signatures or providing documentation.

Duties and Responsibilities:

Primary activities include, but are not limited to

  • Support C-level officers, in particular needs of the CEO. This includes anticipating/advance preparation of what he needs to fulfill all meeting, presentation and travel-related activities
  • Board of Director interactions including securities filings (EDGAR, SEDI), Board committees, meeting preparation, BOD book preparation etc.
  • On occasion draft board minutes and resolutions
  • Manage due diligence databases and related process for financings and corporate interactions (FIRMEX) and annual investor meeting
  • Support financing activities, with document circulation and tracking
  • Interactions with stakeholders (investors, shareholders, …)
  • Proactively manage calendar and schedule meetings and events including but not limited to booking meeting room, set up logistics including registering guests, meeting materials, A/V, set up on-screen presentations, hard copy items, and catering (if needed)
  • Organize and schedule domestic and international travel including all logistics (primarily done by outside firm)
  • Plan, coordinate and execute internal/external events/meetings including all logistics
  • Planning and calendar management including coordination of complex meetings with multiple participants and locations
  • Manage executive calendars and coordinate extensive travel planning
  • Prepares and distributes various corporate documents such as agendas, meeting minutes, and/or resolutions
  • Facilitate meeting logistics
  • Assist executive(s) in proofreading and editing materials, propounding feedback to authors, and collecting finalized materials well in advance of meetings. Said materials include but are not limited to agendas, decks, and pre-read materials
  • Develop, maintain, communicate, and enforce deadlines
  • Edit presentations and communications for internal and external stakeholders
  • Coordinate, route and track legal documents

Education and Experience

  • Bachelor’s degree in related field or equivalent experience
  • Proficiency in MS Office Suite, especially Outlook, Word and Power Point
  • Demonstrably strong organizational and communication skills
  • Strong interpersonal, analytical and problem-solving skills required
  • Maintain the highest degree of confidentiality and professionalism

Working Conditions

  • Office setting
  • Work requires willingness to work a flexible schedule

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